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ClickRuntime

Automate QuickBooks

Turn form entries and orders into QuickBooks customers and invoices, chase overdue balances, and hear about payments and large expenses as they are recorded. Month-end P&L, ledger exports and bills due this week arrive by email instead of someone running reports by hand. Tell your AI assistant what the books should do, review the plan it shows you, and from then on it runs on its own.

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Try asking

Create a ClickRuntime automation: give me a link my order form can post to. Find the customer in QuickBooks by email or create them, raise an invoice for the item and amount, send it from QuickBooks and email me a confirmation.

Paste it into your assistant. It tells you what it will send or change before it runs live.

Ideas

What you can automate in QuickBooks

Invoices raised from incoming requests, overdue customers nudged through QuickBooks itself, and the numbers you check every week or month delivered without opening a report. These are ready-made starting points. Anything else you can describe works too.
The moment it happens

Invoice new customers straight from your order form

Each order or job request becomes a QuickBooks customer and an invoice, sent by QuickBooks, with a confirmation to you.

See how it works
The moment it happens

Turn quote requests into QuickBooks estimates

Every quote request or recorded sale becomes an estimate or sales receipt, and you get its number by email.

See how it works
WeeklyAI

Chase overdue invoices every Monday

Customers with unpaid invoices past their due date get them resent from QuickBooks, and you get a table of who owes what.

See how it works
Daily

Hear when daily sales look unusual

You get an email on mornings when yesterday's sales were far above or below normal.

See how it works
Monthly

Get last month's ledger as CSV

On the 1st, the general ledger and invoice list for the previous month arrive in your inbox ready for your accountant.

See how it works
The moment it happens

Post to Slack when a customer pays

The moment a payment is recorded, Slack shows who paid and how much.

See how it works
Daily

Catch overdue invoices nobody emailed

A daily list of overdue invoices that were never sent to the customer, so they don't sit forgotten.

See how it works
The moment it happens

See every new invoice in Slack

Each invoice created in QuickBooks shows up in Slack with customer, amount and due date.

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Weekly

Get a Friday sales and cash summary

Every Friday you see what was invoiced, what was collected and what is still outstanding, compared with last week.

See how it works
Monthly

Receive last month's profit and loss

On the 1st, income, expenses and net profit for the previous month land in your inbox.

See how it works
The moment it happens

Flag expenses over $1,000

Any big purchase recorded in QuickBooks is posted to Slack with the vendor, amount and account.

See how it works
Weekly

List the bills to pay this week

Each Monday you get the unpaid supplier bills falling due in the next seven days.

See how it works
Daily

Get an evening list of payments received

Each evening you see the payments recorded that day, with customer, invoice and a total.

See how it works Your own logic

Any other automation you can describe in words

Your own rules, schedule and AI steps with QuickBooks, plus any other app. Describe it and your assistant builds it.

See how to build your own

Build your own

Build any QuickBooks automation you can describe

The ideas above are ready-made starting points, not a fixed list. Describe what QuickBooks should do in your own words, with your conditions, other apps or an AI step, and your assistant writes it, tests it and runs it on ClickRuntime.

  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

For example, ask your assistant

Every Monday, find QuickBooks invoices more than 14 days overdue and have AI draft a polite reminder for each, firmer the later it is.

Every night, copy new QuickBooks invoices and payments into my Google Sheet so the team can see cash in without logging in.

Every morning, check QuickBooks for payments received yesterday, mark the client as paid in my Google Sheet, email them a receipt from Gmail, and post the total in Slack.

Works with

QuickBooks with the apps you already use

Accounting data is most useful where the rest of the business works: a sheet the team already shares, the inbox where supplier invoices land, and the channel where people hear that money came in.

QuickBooks works with hundreds of other apps

Name any of them when you ask your assistant, and your automation connects them. Over 248 apps are ready to go, and anything with an API works too.

  • Stripe
  • Shopify
  • PayPal
  • Square
  • HubSpot
  • Salesforce
  • Outlook
  • Microsoft Excel
  • Google Drive
  • Gusto
  • Typeform
  • Jotform
  • Pipedrive
  • WooCommerce
  • DocuSign
  • Airtable
  • Notion
  • Microsoft Teams

Beyond chat

Have QuickBooks work when you're not in the chat

Connecting QuickBooks to ChatGPT or Claude lets you ask about it while you chat. ClickRuntime handles the part that should happen on its own: checks on a schedule and actions on each new event, set up from the same chat and running after you close it.

Setup

Connect QuickBooks

QuickBooks connects through an OAuth app you create on the Intuit Developer site. Intuit requires its compliance questionnaire before an app can reach a live company, so plan for that step.

QuickBooks

Accounting

  1. At developer.intuit.com, create an app for QuickBooks Online and Payments with the com.intuit.quickbooks.accounting scope.
  2. Under Keys and credentials, open Production, fill in the app details (EULA and privacy URLs, host domain) and finish the Compliance questionnaire, which takes roughly 20 to 40 minutes.
  3. Add https://clickruntime.com/oauth/callback as a redirect URI.
  4. In the ClickRuntime dashboard, open Connections, choose QuickBooks and enter the production Client ID and Secret, then approve access to your company.

Good to know

QuickBooks limits that affect automations

  • Access tokens expire after an hour and refresh tokens rotate, so ClickRuntime renews them in the background; a connection left unused for months may need reauthorizing.
  • QuickBooks allows about 500 API requests per minute for each company, more than enough for scheduled reports and alerts.
  • Development keys only reach sandbox companies. A live company needs the production keys that come with the completed questionnaire.
  • Instant alerts for new invoices, payments and purchases rely on a webhook URL set in your Intuit developer app.

FAQ

Questions about automating QuickBooks

What can ClickRuntime read or change in QuickBooks?
Whatever the accounting scope covers for the company you approved: customers, invoices, estimates, sales receipts, payments, bills, purchases and reports such as profit and loss or the general ledger. It can create and send records as well as read them.
Can it email my customers about overdue invoices?
Yes, through QuickBooks' own send feature, so reminders come from your QuickBooks company. ClickRuntime's own emails only go to you, which is where the summary of who was reminded ends up.
Why do I have to fill in Intuit's questionnaire?
Intuit requires it for any app that connects to a live company, even one used only by you. Without it, your keys stay limited to sandbox data.
How fast do payment and invoice alerts arrive?
As soon as QuickBooks sends its entity notification to the webhook URL in your developer app. Digests and reports run on the schedule you choose instead.
Is AI part of these automations?
Most of them, like totals, alerts and exports, don't use it at all. A custom note on a reminder uses the AI included in every ClickRuntime plan, with no separate AI key to add.
Is this a QuickBooks connector for ChatGPT or Claude?
Not for chatting with QuickBooks data. A chat connector lets your assistant read and change QuickBooks while you're in the conversation. ClickRuntime is for the work that should happen without you: you set up an automation from the chat once, and it keeps running on a schedule or on each QuickBooks event.

Related pages

Keep exploring

Tell your assistant what QuickBooks should do

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